Training & Technical Conference

Transcription

1 Training & Technical Conference Exhibitors Galveston Island Convention Center San Luis Resort and Hilton Hotel July 11-12, 2018

2 Exhibitor Rules and Regulations Galveston Island Convention Center 5600 Seawall Boulevard Galveston (409) Show Management TRWA (show management) reserves the right to restrict exhibits which, because of noise, method of operation, materials, promotion of door-to-door sales or other reasons, become objectionable. TRWA may forbid installation or request removal or discontinuance of an exhibit or promotion, wholly or in part, that in its opinion is not in keeping with the character and purposes of TRWA. Should there be any question on conforming to the following exhibition rules and guidelines, final judgment will be made by show management. Exhibit Application & Payment Exhibit Space will be limited. To reserve your space in the exhibit hall, please complete the enclosed form. We urge early registration. All exhibits and related demonstrations must serve the interests of association members. Space Assignment: TRWA will assign booths based on a first come, first served basis. An exhibit booth will not be assigned until complete application and payment has been received by TRWA. Exhibitor agrees to accept the booth assigned by TRWA. Show management reserves the right to relocate exhibitors or modify the floor plan should it be deemed necessary. Preliminary booth assignments will be provided via after June 8. Payment: Payment information is required at the time of application and will be processed once the application is approved. Checks are accepted and must be received by TRWA prior to booth assignment. The exhibitor who fails to make payments when due shall automatically forfeit any rights, privileges and claims of any nature. Cancellation: Booth cancellations must be in writing. Phone calls or any other type of verbal notifications will not be accepted. Refunds are not available after June 8. Booth registration may not be transferred to another company. Admission Policies Exhibition admittance is restricted to exhibitor personnel and registered attendees displaying an official show badge. All exhibitor personnel must register and wear the official show badge at all times. Badges: Exhibitors will receive two (2) complimentary show badges for exhibitor personnel for each standard exhibit space occupied. Additional badges may be requested and purchased; however, no more than five (5) staff per standard booth can be present at one time. Badge switching or the transfer of a badge to an unauthorized individual is a violation of this contract and will be subject to confiscation of the badge and removal of the individuals from the exhibit hall. Additional badges may be purchased for $50 each. Exhibitors are permitted access to the exhibit hall during booth setup and tear down times and official show hours only. In order to ensure security, the exhibit hall will be locked and secured during the overnight hours and non-show hours. To ensure access for registered attendees, exhibit personnel are not permitted to attend workshops, trainings or general meetings without prior approval of show management. Minors In the interest of safety and injury prevention, children under 12 years of age will not be permitted on the exhibition floor during installation and removal of exhibits. All children must be accompanied by an adult at all times. Exhibit Space Guidelines All exhibits must conform to these guidelines and may not extend beyond the boundaries of the exhibit space. Displays: The height of standard booth displays may not exceed 8 feet. Displays may not exceed 42 inches in height in the front half (4 feet) of the booth. No materials may be suspended from the ceiling or bridged across an aisle. No interference with the light or view of other exhibitors will be permitted. Hotel Information: San Luis, $197/night (800) Hilton, $169/night (409) Demonstrations, Literature/Giveaways & Food: Exhibitors shall conduct sales presentations and product demonstrations in a manner that assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentations, audio visual presentations and demonstration areas to ensure compliance. No activities should be planned or products displayed in a manner that would require an audience to gather in the aisles. Show management reserves the right to determine if a demonstration interferes with adjacent exhibit spaces and when it must be discontinued. Informational, promotional, educational or other giveaway matter may be distributed only at the exhibitor s display and must be related strictly to the products and/or services on display or eligible for display, and for products which are directly available from the exhibitor. Distribution from booth to booth or in the aisles is forbidden, and exhibitors must confine their exhibit activities to the space for which they have contracted. No exhibitor may distribute or leave behind merchandise, signs or printed materials in the registration areas, meeting rooms or public areas of the event site, including hotels, shuttle buses, parking garages, etc., without written prior approval of show management. Raffles, drawings, contests and other such activities, if permitted by law, are allowed in an exhibitor s booth only. Show management will not be responsible for providing a PA system, microphone or any other type of announcement of winners on behalf of the exhibiting company. Only pre-wrapped, pre-cooked edible food items will be permitted in an exhibitor booth. Under no circumstances will cooking of any type of food be permitted. Exhibitor also agrees to follow any rules or guidelines set forth by the venue hosting the event. Food and

3 Exhibitor Rules and Regulations non-alcoholic beverages samples may be distributed from an exhibitor s booth in 3 oz or smaller portions. No alcohol is permitted within the exhibitor s booth or in the exhibit hall unless permitted by show management. Care of Exhibit Space: Exhibitors must not place any refuse or any materials which will endanger public safety or cause inconvenience to other exhibitors on the floor during exhibit hours. Exhibitors shall not injure, mar, mark, paint, or in any manner deface the hall, or use nails, hooks, pins, screws, or tape on the building. The exhibitor is liable for any and all damages which they may cause to the building or otherwise in connection with their exhibit. Helium balloons may be permitted if allowed by the venue hosting the exhibit hall. Exhibitor Behavior & Hospitality Events Unsportsmanlike, unethical, illegal or disruptive conduct, such as tampering with another party s exhibit or engaging in corporate espionage is strictly prohibited. Exhibitor s personnel and their representatives may not enter the exhibit space or loiter in the area of another exhibitor without permission from that exhibitor, and at no time may anyone enter an exhibit space that is not staffed. Violators may be ejected from the event at the discretion of show management. No exhibitor, or any affiliate thereof, shall conduct any off site activity during official event hours that would encourage attendees to leave the officially scheduled event activities. Hospitality suites are not permitted by show management and conference organizers. Licensing & Permits Exhibitors are responsible for obtaining all necessary licenses and permits to use music, photographs, or other copyrighted material. Exhibitors are liable for and shall indemnify and hold show management, its directors, officers, employees and agents, harmless from all loss, claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, its agents or employees, of any patent, copyright, trademark or other mark, trade secret rights or privileges. Exhibitors may sell products on the exhibit floor during regular exhibit hours. Exhibitors are responsible for any and all permits required by law or local ordinance. An exhibitor without a Texas location needs a use tax permit. Call the State of Texas Comptroller of Public Accounts at for any forms, rules, etc., or complete information can be found at Insurance & Liability TRWA is not responsible for the loss of property from theft, damage by fire, water, accident, or other causes. Exhibitor assumes responsibility and agrees to indemnify and defend TRWA and the Galveston Convention Center, Landry s Management, L.P., and the Convention Center s owner, and their respective owner, managers, subsidiaries, affiliates, employees and agents against any claims or expenses arising out of the exhibition premises. In addition, it is expressly understood and agreed that the exhibitor will make no claim of any kind against TRWA, or any of its members, contractors, or employees, for any loss, damage to or destruction of goods, or for any injury that may occur to exhibitor or their employees while in the exhibit hall, or for any damage of any nature or character whatsoever. The exhibitor understands that neither TRWA nor the Galveston Convention Center and its owners maintain insurance covering the Exhibitor s property and it is the sole responsibility of the exhibitor to obtain such insurance. Exhibit Furnishings, Installation and Removal The exhibit hall will have carpet in aisles and booths. Each 10x10 booth includes a 8 back drape, 3 wing drapes, a sign displaying company name, (1) 6 draped table and (2) padded side chairs. All other furnishings and displays will be at the exhibitor s expense. An exhibitor service manual with order forms for furnishings will be sent to exhibitors upon booth assignment. All exhibits must be completely installed and ready for viewing by the date and hour the show is scheduled to begin. Exhibits or displays may not be removed from the show until the show has been officially closed.* Exhibitors will install and remove their own exhibits or exhibitor must contract with the official contractor. Exhibitor must conform to all rules and regulations and will not disrupt the orderly installation and removal of exhibits. The Galveston Island Convention Center is an exclusive contractor with specific responsibilities for services, such as electrical, phone, internet, drayage, cleaning, and catering, with which exhibitors must contract. An order form for electricity, phone and internet is included in this document. All electricity, phone or internet orders must be placed directly with the Galveston Island Convention Center by the exhibitor. TRWA will not place these orders on the exhibitors behalf. All exhibitor property must be removed from the exhibit hall by the end of the designated exhibitor move-out time. In the event that exhibitor space is not vacated by that time, show management is authorized to remove, at the exhibitor s expense, all goods and property of the exhibitor; and show management or its agents shall not be liable for any damage or loss to such goods or property by reason of such removal. Conditions of Agreement This Exhibitor Agreement is subject to all rules and regulations named herein, and also to all conditions the exhibit facility has made available. Exhibitor agrees to abide by all applicable fire, utility, and building codes. Any issues that arise that are not covered herein will be resolved by show management, and show management reserves the right to make such changes, amendments, and additions to these rules and such further regulations as may become necessary. *Show management reserves the right to ban an exhibitor from future TRWA events if any of these policies are violated. This agreement shall be governed by the laws of the State of Texas.

4 2018 TRWA Training & Technical Conference Application for Exhibit Space ALL SECTIONS MUST BE COMPLETED BEFORE APPLICATION WILL BE PROCESSED. This Application sets forth the details regarding exhibit space for the TRWA Training & Technical Conference. This Application is entered into by the Texas Rural Water Association (TRWA) and the Company/Organization named below under Exhibitor Information (Exhibitor). This application becomes effective on the date it is received and acknowledged by TRWA. A copy of this Application will serve as an original. It is understood that the dates and locations referenced in this Application are defined as follows: EXHIBITOR INFORMATION: All correspondence will be sent to: Company Name Please ensure that this is how you want your company to be listed on your booth sign.) Contact Person and Title: Address: Address: City: State: Zip: Phone: ( ) Fax: ( ) (Correspondence will be done by .) TYPE OF BUSINESS: Facility: Galveston Island Convention Center Move-In: 1:00 p.m. - 4:30 p.m., Tuesday, July 10, 2018 Move-Out: 10:00 a.m. - 12:00 p.m., Thursday, July 12, 2018 *Please be considerate of other exhibitors and attendees by keeping your booth intact and occupied until the end of the show. Failure to do so may affect priority of placement in future TRWA exhibit functions. BOOTH PRICING: DESCRIPTION FOOTAGE PRICE TRWA Associate Member Carpeted Booth 10x10 $625 $ Non-Member Carpeted Booth 10x10 $1025 $ OTHER PRICING: Additional Name (max 3) $50/ea$ Badges TOTAL $ PRODUCTS/SERVICES DESCRIPTION: Companies/Products to which you prefer NOT to be adjacent: BADGES: Name and Title on Badge #1 (incl in booth fee) Name and Title on Badge #2 (incl in booth fee) Name and Title on Badge #3 (Additional $50) Name and Title on Badge #4 (Additional $50) Name and Title on Badge #5 (Additional $50) SPONSORSHIP OPPORTUNITIES ARE AVAILABLE! Please see the next page of this brochure for sponsorship descriptions and pricing for this event. APPLICATION SUBMISSION & PAYMENT: Applications must be accompanied by payment to be processed. CANCELLATION: Full refunds will be granted for space canceled if requested by writing via fax, or mail and received on or before June 8, No refunds will be granted for booth space or other items canceled after June 8, If payment is not received by this date, TRWA reserves the right to reject this Application. PAYMENT: Check enclosed (payable to TRWA) Charge $ to my: Amex Visa Master Card Acct. #: Expiration Date: *CSV #: (*CSV # is the 3 digit number on the back for Visa or MC or 4 digit number on front for AmEx) Billing Address: City: State: Zip: Cardholder s Name: Signature: I HAVE READ THE EXHIBITOR RULES & REGULATIONS AGREEMENT AND AGREE TO ABIDE BY THE TERMS AND CONDITIONS AS WRITTEN. Signature of Authorized Contact Person Date Submit with payment as follows --- MAIL: TRWA, ATTN: Conference Dept., 1616 Rio Grande, Austin, TX 78701; FAX: ; training@trwa.org; ONLINE:

5 2018 TRWA Training & Technical Conference SPONSORSHIP OPPORTUNITIES General Event Sponsor Gold $3,000 Silver $2,000 Bronze $1,000 Help make our Tech Conference successful! Sponsors are recognized on signage and in digital and print materials. Gold- and Silver-level sponsors are recognized during the general session, and Gold-level receives preferred placement in the Exhibit Hall. Wednesday Lunch Sponsor - $1,000 Sponsor lunch in the Exhibit Hall for Tech Conference attendees! Lunch sponsors are recognized on signage and in print and digital materials. Refreshment Break Sponsor - $500 per break Sponsor one or more throughout the conference! Refreshment breaks are held between breakout sessions in the Exhibit Hall. Attendees will see your company s name or logo on signage displayed at the break area. Recharge Station Sponsor - $350 Sponsor a recharge station in the foyer where attendees can sit and charge their smartphones or tablets while mingling with other attendees. Sponsors are recognized on signage displayed at the recharge station. TRWA Family Fun Fish Fry Your company s support of this popular event helps us maximize attendee funds that can support the Texas Rural Water PAC. The Fish Fry will be held the evening of Wednesday, July 11 at the Knights of Columbus Hall. Big Fish - $1,000 Sponsorship includes admission for four representatives, event signage, and your company s name announced during the event and in TRWA communications. Fry Daddy - $500 Sponsorship includes admission for two representatives, event signage, and your company s name announced during the event and in TRWA communications. Trivia Showdown Shout-Out - $250 Sponsor the Trivia Showdown game for your company name printed on all trivia team answer cards and announced during the event. Includes admission for one representative. Captain of Fun - $100 Help make the event fun for the kiddos by sponsoring the family games! Sponsors receive recognition on signage at the event. PAYMENT Total: $ Company: Primary Contact: Address: Check enclosed (payable to TRWA) Charge to my: Amex Visa Master Card Card Number: Expiration Date: CSV #: Billing Address: City: State: Zip: Cardholder s Name: Signature: Each sponsorship will have a limited number of available spots, so sign up for your sponsorship and help support Texas Rural Water Association! If you would like your logo on event signage, please send high resolution artwork to meetings@trwa.org.

6 Exhibit Hall Floorplan GALVESTON ISLAND CONVENTION CENTER: LEVEL 1, HALL B Exhibit Hall Times: Wednesday, July 11 7:30 a.m. 4:45 p.m. Thursday, July 12 7:30 a.m. 10:00 a.m. Special Events in Exhibit Hall: Wednesday, July 11 7:30 a.m. 9:15 a.m. Coffee & Breakfast 11:45 a.m. 1:00 p.m. Vendor Showcase Lunch *Tables and food/beverage stations will be set throughout the exhibit hall so attendees can enjoy a complimentary lunch while mingling with exhibitors. 2:00 p.m. 2:30 p.m. Refreshment Break 3:30 p.m. 3:45 p.m. Refreshment Break Thursday, July 12 7:30 a.m. 8:30 a.m. Coffee & Breakfast 9:30 a.m. 9:45 a.m. Refreshment Break